Community Medicine Practice Manager

Community Medicine Practice Manager

Position Description

East Bay SPCA is a 501(c)3 non-profit committed to the welfare of dogs and cats in Alameda and Contra Costa Counties. Our mission is to transform the lives of cats and dogs by enriching the human-animal bond through respected and accessible expertise. EBSPCA is one of the nation’s oldest humane organizations, in operation since 1874, and receives no funding from any national organizations. You can find more information about EBSPCA on our website at www.eastbayspca.org.

The Community Medicine Practice Manager plays a pivotal role in advancing East Bay SPCA’s mission by leading both our Full-Service Veterinary Clinic and our High-Quality High-Volume Spay/Neuter (HQHVSN) programs in Oakland and Dublin. This is a highly impactful leadership opportunity for someone passionate about animal welfare, committed to accessible veterinary care, and energized by building strong, compassionate teams.

As the Community Medicine Practice Manager, you will oversee all daily operations across our Community Medicine programs—guiding client experience, patient care, and team performance for two essential service models. You will be responsible for ensuring smooth, efficient, and high-quality clinic operations while maintaining AAHA standards, OSHA compliance, and a supportive, safety-focused culture. A key part of your leadership will include thoughtful stewardship of resources, and maximizing the impact of every appointment, procedure, and team member’s contribution.

You will lead, mentor, and empower a talented medical team, providing the structure, support, and strategic direction they need to excel. In this role, you will directly influence community access to care, help reduce pet overpopulation through high-quality spay/neuter services, and strengthen the future of veterinary support in our community.

If you are a mission-driven leader with strong operational insight, a passion for developing people, and a deep commitment to community-based veterinary medicine, this is a unique opportunity to make a lasting and meaningful difference

Category: Full time, Exempt

Reports to: Vice President of Medical Services

The starting salary for this position depends on the depth and breadth of experience. The expected range is $83,000 to $96,000.

Benefits: East Bay SPCA offers a comprehensive benefits package designed to support the well-being and future of our employees. Medical and dental benefits are fully covered, along with optional vision coverage. Employees can plan for their future with a 401(K) Retirement Plan featuring a 3% company contribution, life insurance, short-term and long-term disability insurance, and an Employee Assistance Program. The company also provides generous paid time off, starting at 120 hours per year, increasing to 160 hours after 5 years, and 200 hours after 10 years, plus 80 paid holiday hours annually and an additional personal holiday after one year. Employees enjoy extra perks such as the Pets at Work Program, waived pet adoption fees, discounted veterinary care, behavior and training classes, up to $75/month public transit/vanpool commuter reimbursement, and various industry discounts, including Pet Food Express.         

Responsibilities

Program Management

• Maintain and improve the standards of client and patient care.
• Develop and implement efficient measures to streamline daily operations.
• Ensure that operation of both clinics are compliant with statutory and regulatory requirements, as well as East Bay SPCA’s mission, values and policies.
• Maintain AAHA standards for the Full-Service Clinic
• Demonstrates efficient and appropriate interaction with clients, promoting good public relations. 
• Regularly performs patient care.
• In the absence of technical team members, coordinate, delegate, or perform tasks.
• In the absence of client service team members, coordinate, delegate, or perform tasks.
• Meets regularly with the Community Medicine Leadership and other managers and supervisors in the organization to ensure the goals for the clinics are met and to support East Bay SPCA’s overall objectives.
• Actively encourages volunteer participation and collaborates with the Volunteer Services Manager to create rewarding and beneficial opportunities.
• Communicate with internal and external teams daily to ensure optimum appointment fill rates.
• Leads collaborations with Philanthropy/Marketing departments and participates in events for fundraising, community outreach, and veterinary education.

Staff/Client Management

• Adjust work schedules and assignments when needed to ensure adequate staff levels to achieve animal and client care goals and a compliant workplace.
• Assist in team recruitment, on-boarding, training, and performance management, including timely performance evaluations, coaching, feedback and discipline.
• Communicates pertinent information to staff, volunteers and management in a timely and effective manner including, but not limited to team meetings.
• Implement and oversee all training programs, including employee development, safety, OSHA, and biomedical, as well as all related documentation.
• Collaborates proactively with Volunteer Services to provide training and integration of volunteers at the clinics.
• Fosters teamwork, creativity and innovation to meet East Bay SPCA goals.
• Handles client concerns, as needed, including timely and appropriate response to escalated situations
• Create, adjust, monitor and update systems, procedures and protocols with veterinarians, Community Medicine Leadership, and VP of Medical Services input as necessary to ensure patient care, client needs, and efficiency.
• Review and approve payroll and time off requests

Administrative

• Maintains all records and statistics for the clinic; preparing and delivering timely and relevant management reports and other documentation as needed.
• Maintains and monitor PIMS.
• Monitors the control and accurate reporting of all drugs and medical supplies used as required by the DEA.
• Receives and tracks inventory and order supplies to maintain cost-efficient inventory for operations, ensuring the organization receives competitive pricing. Maintain appropriate levels of “quantity on hand”, “reorder level”, and “reorder quantity” in the PIMS.
• Prepares the annual budget, monitors it regularly, and addresses any monthly variances properly with the VP of Medical Services.
• Documents and reports incidents and accidents in the clinics in a proper and timely manner.
• Handles all repair, improvements, and upkeep of the equipment within the clinics.
• Maintains a facility that follows safety guidelines for OSHA.
• Maintains accurate financial records for the clinics and ensures invoices to providers are paid in a timely manner.
• Responsible for creating training manuals and Standard Operating Procedures for clinics

Qualifications

• ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­At least two years in a management or supervisory position, preferably in a veterinary clinic or an animal welfare setting. 
• Excellent written and verbal communication skills with clients, team and volunteers.
• Proficient in Microsoft Office applications. Familiarity with Ezyvet software a plus.
• Demonstrable knowledge of applicable veterinary technical skills and practice; active California RVT license preferred.
• Ability to work independently or effectively with other employees to accomplish daily tasks as well as accomplishing strategic plans.
• Associate’s degree in veterinary technology or a Bachelor’s degree preferable.
• Experience with strategic plans.
• Proven experience with department budgeting, inventory management.
• Ability to travel between facilities as needed; must have valid CA driver’s license and personal vehicle.
• Must be or become Fear Free Certified within 90 days of hire

·        Hold a Veterinary Assistant Controlled Substance Permit or ability to obtain one within 90 days of hire.

Working Conditions

• Work is performed in a veterinary clinic setting with exposure to seasonal outdoor conditions.
• Act as Manager on Duty during holidays as needed. 
• Animal contact and related injuries, including bites and scratches, may occur. 
• Must be competent handling dogs and cats daily. Will handle sick, injured, or deceased animals.
• Noise exposure varies and often includes uncontrolled barking and other animal vocalizations.
• Animal waste contact, smells and visual exposure are prevalent.
• Frequent exposure to and/or handling of industrial cleaning supplies.
• Must be able to lift 50 pounds on a frequent basis and occasionally lift up to 75 pounds with assistance. Must be able to push and/or pull over 50 pounds occasionally.
• Frequent standing, walking, typing, bending, twisting, crouching, kneeling, lifting, and stooping.